Spend rules & approval flows

Where: The Delegate console, in your buyer's customer account Who: Company admins Requires: The Purchase rules & approvals module Part of: Delegate — B2B self-service

Spend rules and approval flows are how a company admin caps what staff can buy and routes larger carts for sign-off. They're part of the Purchase rules & approvals module — turn it on for the company first (see Set up Delegate), and wire up the storefront enforcement (Steps 3–4) so the rules actually bind.

Set spend rules

A rule is a reusable limit with an optional approval requirement. Each rule can set a band on any of three dimensions:

• Quantity per order (from / to)
• Amount per order (from / to)
• Amount per period (from / to), over daily / weekly / monthly / yearly, counted across a chosen scope (that staff member, a location, or the whole company)

A rule either requires approval when it's triggered, or blocks checkout outright. Rules are assigned to staff directly, to a location, or company-wide, so an admin can govern one buyer or everyone at once. Editing a rule propagates to everyone it's assigned to.

Because each dimension is a band (from/to), admins build tiers by stacking rules with adjacent bands — e.g. $1,000–$10,000 → manager, $10,000+ → director. Overlapping bands are allowed (they warn, they don't block).

The rule builder with quantity, order-value, and per-period bands.

Build approval flows

Each rule that requires approval names its approvers and a chain type:

• Sequential — approvers act in order; the next is notified only after the previous approves.
• Parallel (any) — any one approver can clear it.
• Parallel (all) — every approver must approve.

When several rules fire on one cart, all of them must clear before checkout opens, and any rejection terminates the whole request. If the same person approves for more than one rule, they act once and it counts everywhere.

Updated on: 31/08/2026